IAPCO & PCMA SEMINAR Keep the lawyers out! Contract Management - - PowerPoint PPT Presentation

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Sep 01, 2022 392 likes •628 views

IAPCO & PCMA SEMINAR Keep the lawyers out! Contract Management Claire Smith Vice President of Sales & Marketing Vancouver Convention Center Mathias Posch President ICS International Conference Services Ltd CONTRACT MANAGEMENT

SLIDE 1

Keep the lawyers out!

Contract Management

Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd

IAPCO & PCMA SEMINAR

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CONTRACT MANAGEMENT

Who’s here?

PCOs Meeting Planners Association Executives Convention Bureaus Venues DMCs Hotels Suppliers

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CONTRACT MANAGEMENT

What’s to come

PCO Contracts Venue contracts

General contracting tools

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CONTRACT MANAGEMENT

Keep the lawyers out!

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CONTRACT MANAGEMENT

Keep the lawyers out!

… of the negotiations and fine tuning of a contract

Keep them in for your general terms and contract template!

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CONTRACT MANAGEMENT

What is a “contract”?

An agreement between two or more parties,

especially one that is written and enforceable by law

What is an “agreement”?

An arrangement between parties regarding a

course of action

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CONTRACT MANAGEMENT

We all get along great – do we actually need an agreement?

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CONTRACT MANAGEMENT

“Yes!” To agreements

Agreements are formalized relationships Consider all possibilities while everyone is happy Get the details right (Contracting bodies!) Define responsibilities Confirm court of law

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CONTRACT MANAGEMENT

What else you must not miss

Confidentiality Clause Termination Terms Indemnification Intellectual Property Payment Terms

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CONTRACT MANAGEMENT

Contract Negotiations

1. Objectives
2. Gather

information

3. Identify and

prioritise issues

4. Philosophy
5. Specific
bjectives and

parameters

6. Strategy
7. What will

they do?

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CONTRACT MANAGEMENT

What will they do?

Cultural differences Who am I negotiating with? (Hierarchy) What is THEIR

bjective/primary goal?

Why are they negotiating with me?

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CONTRACT MANAGEMENT

Interdependence of contracts

PCO

Client (s) Others

Venue(s) Hotels

Association Stakeholders

SLIDE 13

CONTRACT MANAGEMENT CONTRACTING WITH VENUES

Why the Mystery?

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CONTRACT MANAGEMENT

How are they different?

CONTRACTING WITH VENUES

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CONTRACT MANAGEMENT CONTRACTING WITH VENUES

How are they different?

TENANT AGREEMENT LONG

GOVERNMENT

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CONTRACT MANAGEMENT CONTRACTING WITH VENUES

PCOs & Venues

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CONTRACT MANAGEMENT

FACILITY REGULATIONS

CONTRACTING WITH VENUES

Prepare in Advance

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CONTRACT MANAGEMENT CONTRACTING WITH VENUES

Tricky Clauses

FORCE MAJEURE CANCELLATIONS INDEMNITY DEPOSITS

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CONTRACT MANAGEMENT

Tips

Prepare in advance Know what you are trying to protect? Look at the big picture

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CONTRACT MANAGEMENT

Pick your battles Use counsel wisely It’s not all about you Find a mentor

Tips

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CONTRACT MANAGEMENT

The start of a beautiful relationship

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CONTRACT MANAGEMENT

Keep the lawyers out…

To create an environment of trust and collaboration But…be prepared and get your ducks in a row

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CONTRACT MANAGEMENT

Thank you!

Questions?

Claire Smith Vice President of Sales & Marketing – Vancouver Convention Center Mathias Posch President ICS – International Conference Services Ltd.